Emergency Notifications Scripts

Emergency Notifications Scripts

The following proposed scripts for emergency notification via text messaging and email for an electronic early alert system (in the Maricopa Community Colleges case, Rave) and voice messaging through a VOIP (Voice Over InternetProtocol) system are culled from best practice examples from colleges and universities across the nation. Though VOIP is not yet part of our early alert system, it is included here for future reference, and will be investigated for future inclusion in MCCCD’s early alert toolbox.

We need to determine the method of message delivery for advisories, alerts, watches and warnings (do we use use text, voice, email, and/or web?) for these categories. You will also notice some of the suggested messaging is fleshed out for some of the incidents, not for others.

General Guidelines:

• Text messages may not be longer than (160) characters.
• E-mail and voice mail messages should generally be the same message.
• There are two categories of notices for RAVE Alert text messaging: Emergency and Urgent Situation.
• Emergency – An incident or condition, expected or unexpected, that threatens life or safety and requires immediate action.
• Urgent Situation – An incident or condition that does not pose an immediate threat to life or safety, but that is of a nature where timely receipt of information or instructions may directly affect the well-being of the recipient.
• Keep in mind the principles of public information officers: Be First, Be Right, and Be Credible. In other words, make sure the messages are timely, accurate, and useful.
• Each message should consist of the following three components:
• Alerting (Attention management) – calling the user’s attention to the issue at hand
• Informing (Information transfer) – what is happening, and what the user should and should not do
• Reassuring (Affective or emotional payload) – be aware of the degree of sensitivity as to the audience.

TEST

TEXT:This is a test of (College Name) Alert, (College Name) emergency alert system. If you have received this in error, send email to (College PIO)

EMAIL:This is a test of (College Name) Alert, (College Name) Emergency Notification Service. This is only a test. In the event of an actual emergency, you would be given brief details and directed to visit the Web at (Emergency Website) for more information and instructions. If you have received this message in error or have difficulty with the transmission of this call, please send email to (College PIO). Thank you for participating in the (College Name) Alert Emergency Notification System.

ACTIVE SHOOTER /ARMED INTRUDER/SHELTER IN PLACE

TEXT: (College Name) Emergency! A suspect with a weapon is on campus. Go into nearest room and lock door. Follow instructions from authorities.

Email: (College Name) EMERGENCY! There is a suspect with a [type] weapon on campus. [Shots have been fired.] If you are on campus, go into the nearest available room and lock the door. If you are not on campus, stay away. THIS IS NOT A TEST! Wait for the all clear notification from College officials or local authorities. For additional information and updates go to (Emergency Website) {End of message}.

VOICEMAIL: This is [name and title] with an emergency alert from (COLLEGE NAME). There is a suspect with a [type] weapon on campus. [Shots have been fired.] If you are on campus, go into the nearest available room and lock the door. If you are not on campus, stay away. . THIS IS NOT A TEST! Wait for the all clear notification from College officials or local authorities. For additional information and updates go to (Emergency Website) {End of message}.

BIOLOGICAL THREAT

TEXT: (COLLEGE NAME) Emergency! (COLLEGE NAME) has received a biological threat. Prepare to evacuate. Follow instructions from authorities.

EMAIL: (COLLEGE NAME) EMERGENCY! A biological threat has been received at (COLLEGE NAME). If you are near campus, prepare immediately for possible evacuation. Listen for instructions from College officials or local authorities and follow them quickly and carefully. For additional information and updates go to (Emergency Website) {End of message}.

VOICEMAIL:This is [name and title] with an emergency alert from (COLLEGE NAME). We have received a biological threat that we deem credible. If you are near campus, prepare immediately for possible evacuation. Listen for instructions from College officials or local authorities and follow them quickly and carefully. For additional information and updates go to (Emergency Website) {End of message}.

BOMB THREAT

TEXT: (COLLEGE NAME) ALERT! (COLLEGE NAME) has received a bomb threat at [building]. Evacuate if in that building. Follow instructions from authorities.

EMAIL:(COLLEGE NAME) EMERGENCY! A bomb threat has been received by (COLLEGE NAME). If you are near campus, prepare immediately for possible evacuation. Listen for instructions from College officials or local authorities and follow them quickly and carefully. For additional information and updates go to (Emergency Website) {End of message}.

VOICEMAIL: This is [name and title] with an emergency alert from (COLLEGE NAME). We have received a bomb threat that we deem credible. If you are near campus, prepare immediately for possible evacuation. Listen for instructions from College officials or local authorities and follow them quickly and carefully. For additional information and updates go to (Emergency Website) {End of message}.

BOMB FOUND

TEXT: (COLLEGE NAME) Emergency! A bomb has been found on campus in [building]. Prepare to evacuate. Follow instructions from authorities.

EMAIL:(COLLEGE NAME) EMERGENCY! A bomb has been found on the (COLLEGE NAME) campus in the [building]. Avoid the vicinity of the [building], prepare immediately for possible evacuation. If you are not in the area, stay away. Listen for instructions from College officials or local authorities and follow them quickly and carefully. Repeat, a bomb has been found in the [building]. For additional information and updates go to (Emergency Website) {End of message}.

VOICEMAIL: This is [name and title] with an emergency alert from (COLLEGE NAME). A bomb has been found on the (COLLEGE NAME) campus in the [building]. Avoid the vicinity of the [building], prepare immediately for possible evacuation. If you are not in the area, stay away. Listen for instructions from College officials or local authorities and follow them quickly and carefully. Repeat, a bomb has been found in the [building]. For additional information and updates go to (Emergency Website) {End of message}.

CLASS CANCELLATION

TEXT 1:(COLLEGE NAME) ALERT: Classes have been canceled due to_(reason for cancellation)______. Staff should report at their normaltime, safety permitting.

TEXT 2:(COLLEGE NAME) ALERT: Classes are on a (time)____ delay due to _reason for cancellation______. Staff should report at the designatedtime, safety permitting.

TEXT 3:(COLLEGE NAME) ALERT: All classes canceled and offices closed due to (reason)______. Check (College MEMS web pages).

EMAIL: Classes have been cancelled for the following locations ______. Avoid the vicinity of the (location)______. If you are not in the area, stay away. Listen for instructions from College officials or local authorities and follow them quickly and carefully. For additional information and updates go to (College MEMS web pages)Staff should report at their normal time, safety permitting.

{End of message}.

VOICEMAIL: This is [name and title] with an emergency alert from (COLLEGE NAME). Classes have been cancelled for (COLLEGE NAME). Avoid the vicinity of _(location)______,

If you are not in the area, stay away. Listen for instructions from College officials or local authorities and follow them quickly and carefully. For additional information and updates go to (College MEMS web pages)Staff should report at their normal time, safety permitting.

{End of message}.

CIVIL DISTURBANCE

TEXT:(COLLEGE NAME) Emergency! A violent disturbance is occurring on campus near [building]. Leave the area. Follow instructions from authorities. (135)

EMAIL: (COLLEGE NAME) EMERGENCY! A violent disturbance has broken out on the (COLLEGE NAME) campus near [building]. There is a risk of danger to participants and bystanders. For your own safety, leave the area. If you are not in the area, stay away. Follow instructions from College officials or local authorities. For additional information and updates go to (Emergency Website) {End of message}.

VOICEMAIL: This is [name and title] with an emergency alert from (COLLEGE NAME). A violent disturbance has broken out on the (COLLEGE NAME) campus near [building]. There is a risk of danger to participants and bystanders. For your own safety, leave the area. If you are not in the area, stay away. Follow instructions from College officials or local authorities. For additional information and updates go to (Emergency Website) {End of message}.

CHILD ABDUCTION

TEXT:A child has been abducted from ______. For information on the suspect or child go to (Emergency Website)

EMAIL:A child has been abducted from ______. Call the police if the following suspect or child is seen: [type description of suspect and child]

VOICEMAIL: A child has been abducted from ______. Call the police (Number) or College Public Safety (#) if the following suspect or child is seen: [Give description of suspect and child]

EARTHQUAKE

TEXT: (COLLEGE NAME) ALERT: An earthquake has occurred. You should evacuate all (COLLEGE NAME) buildings and remain outside until further notice. (106)

EMAIL: EMERGENCY! An earthquake has just occurred. For you safety, evacuate all (COLLEGE NAME) buildings. Remain outside for further information. We will provide updates as we receive more information. For additional information and updates go to (Emergency Website) {End of message}.

VOICEMAIL: This is [name, title] with an emergency alert from (COLLEGE NAME). An earthquake has just occurred. For you safety, evacuate all (COLLEGE NAME) buildings. Remain outside for further information. We will provide updates as we receive more information. For additional information and updates go to (Emergency Website) {End of message}.

EVACUATION

TEXT/EMAIL/VOICEMAIL:This is the (College Name) Public Safety. Officers are responding to a report of (problem) at (location). Calmly evacuate the building using all available exits. Move away from the building. (Repeat message three times)

TEXT/EMAIL/VOICEMAIL: Problem Resolved: This is the (College Name) Public Safety. The incident at (location) has been resolved and it is safe to return to normal activity. (Repeat message three times)

Building Evacuation to a specific direction

TEXT/EMAIL/VOICEMAIL: This is the (College Name) Public Safety. Officers are responding to a report of (problem) at (location). Calmly evacuate the building. Avoid (location). Go to (direction/landmark). (Repeat message three times)

TEXT/EMAIL/VOICEMAIL: Problem Resolved: This is the (College Name) Public Safety. The incident at (location) has been resolved and it is safe to return to normal activity. (Repeat message three times)

EXPLOSION

TEXT: (COLLEGE NAME) Emergency! There has been an explosion on campus. Prepare to evacuate. Follow instructions from authorities. (120)

EMAIL: EMERGENCY! There has been an explosion on the (COLLEGE NAME) campus in the [building]. If you are in the immediate vicinity, you should evacuate as instructed to by College officials or local authorities. If you are not in the area, avoid the area so that emergency units can work unimpeded. Follow instructions from College officials or local authorities. For additional information and updates go to (Emergency Website) {End of message}.

VOICEMAIL: This is [name and title] with an emergency alert from (COLLEGE NAME). There has been an explosion in the (building). If you are in the building or in the vicinity, you should evacuate as instructed to by College officials or local authorities. If you are not in the area, you should keep at a safe distance so that emergency units can work unimpeded. Follow instructions from College officials or local authorities. For additional information and updates go to (Emergency Website) {End of message}.

FIRE

TEXT: (COLLEGE NAME) ALERT! There is a fire at (COLLEGE NAME) in [building], evacuate if you are in the building. If you are not in the area, stay clear of the area (136)

EMAIL: (COLLEGE NAME) EMERGENCY! A fire has been reported on the (COLLEGE NAME) campus in [building], if you are in the [building], evacuate immediately. If you are not in the area, stay clear so that emergency units and firefighters can work unimpeded. Follow instructions from College officials or local authorities. For additional information and updates go to (Emergency Website) {End of message}.

VOICEMAIL: This is [name and title] with an emergency alert from (COLLEGE NAME). A fire has been reported in the [building]. If you are in the [building], evacuate immediately. If you are not in the area, stay clear of the [building] so that emergency units and firefighters can work unimpeded. Follow instructions from College officials or local authorities. For additional information and updates go to (Emergency Website) {End of message}.

FLOODING

TEXT: (COLLEGE NAME) Alert: Emergency! (College location) is currently flooding. Please avoid area. (93)

EMAIL: (COLLEGE NAME) Alert: (Affected location) is currently flooding. If you are in the area, seek higher ground immediately. If you are at home or on campus, stay where you are. For additional information and updates go to (Emergency Website) {End of message}.

VOICEMAIL: This is [name, title] with an emergency alert from (COLLEGE NAME). (Affected location) is currently flooding. If you are in the area, seek higher ground immediately. If you are at home or on campus, stay where you are. For additional information and updates go to (Emergency Website) {End of message}.

GAS LEAK

TEXT: (COLLEGE NAME) ALERT: There is a gas leak and threat of fire on campus. Extinguish all flammable items. Follow instructions from authorities. (129)

EMAIL: (COLLEGE NAME) EMERGENCY! There is a gas leak on the (COLLEGE NAME) campus in [building], posing a threat of fire from accidental ignition. If you are in the vicinity, immediately extinguish any burners or other flames and prepared to evacuate. If you are not in the area, stay away. Follow instructions from College officials or local authorities. For additional information and updates go to (Emergency Website) {End of message}.

VOICEMAIL: This is [name and title] with an emergency alert from (COLLEGE NAME). There is a gas leak in [building]. It poses a threat of fire from accidental ignition. If you are in the vicinity, immediately extinguish any burners or other flames and prepared to evacuate. If you are not in the area, stay away. Follow instructions from College officials or local authorities. For additional information and updates go to (Emergency Website) {End of message}.

HAZARDOUS MATERIALS

TEXT: (COLLEGE NAME) ALERT! There has been a hazardous spill on campus near [building].Prepare to evacuate. Follow instructions from authorities. (127)

EMAIL: (COLLEGE NAME) EMERGENCY! There has been a [spill/release] of a hazardous material on the (COLLEGE NAME) campus in the [building]. If you are near the spill leave now, all others stay away from this location so that emergency units and hazmat teams can work unimpeded. Follow instructions from College officials or local authorities. For additional information and updates go to (Emergency Website) {End of message}.

VOICEMAIL: This is [name and title] with an emergency alert from (COLLEGE NAME). There has been a [spill/release] of a hazardous material on the campus at [location]. If you are in the area of the spill leave now, all others stay away from this location so that emergency units and hazmat teams can work unimpeded. Follow instructions from College officials or local authorities. For additional information and updates go to (Emergency Website) {End of message}.

HAZARDOUS MATERIALS FOR FOLLOWUP AND WEB POSTING

TEXT/EMAIL/VOICEMAIL/WEB: At approximately (time) today, a potentially hazardous material was released on the (College Name) in Building “?”.As a result, Building “?” is being evacuated while College and Environmental Health & Safety officials are conducting a thorough investigation.

Occupants of Building “?” should take shelter in (location here) until further notice. All other members of the campus community should avoid the area.

Building “?” will be re-opened once it is determined that the building is safe for occupancy.

An update will be posted on this site at (time).

HOSTAGE INCIDENT

TEXT: (COLLEGE NAME) ALERT– A HOSTAGE INCIDENT is unfolding in (location)__. Evacuate immediately and avoid this area.Check (College MEMS web pages)

EMAIL/VOICEMAIL/WEB: To be determined.

ISOLATED SHOOTING / STABBING EVENT, SUSPECT NOT IN CUSTODY

TEXT: (COLLEGE NAME) Alert: A [shooting/stabbing] has occurred at [building]. A suspect is NOT in custody, Shelter in place. See email for more information. (138)

EMAIL: (COLLEGE NAME) Alert: A [shooting/stabbing] incident occurred [approximate time] at [building/location]. Police are on the scene and investigating. A suspect is NOT in custody. If you are campus follow lockdown procedures, go into the nearest room and lock door, if you are not on campus stay away. Contact Campus Public Safety (Public Safety Campus phone number) if you see anything suspicious or have information on the case. Wait for the all clear form College officials or local authorities. For additional information and updates go to (Emergency Website) {End of message}.